Rhode Island Community Planning Group For HIV Prevention

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Rhode Island Community Planning Group For HIV Prevention

Charter

Revised/ratified September 1999
Revised/ratified March 2004

Article 1. NAME
Article 2. VISION
Article 3. MISSION
Article 4. GOALS
Article 5. PHILOSOPHY/GUIDING PRINCIPLES
Article 6. STRUCTURE
Article 7. ROLES AND RESPONSIBILITIES
Article 8. MEMBERSHIP
Article 9. GOVERNANCE OF MEETINGS
Article 10. COMMITTEES/WORKGROUPS
Article 11. BOOKS AND RECORDS
Article 12. AMENDMENTS
APPENDIX A – Roles and Responsibilities of the Community Planning Facilitator
APPENDIX B – Role of the Technical Writing and Marketing Facilitator
APPENDIX C – Role of the Project REACH Facilitator

Article 1. NAME

The name of this community planning group will be the Rhode Island Community Planning Group for HIV Prevention (RICPG).

Article 2. VISION

The vision of the RICPG is to end HIV infection in Rhode Island.

Article 3. MISSION

The mission of the RICPG is to empower the community to promote changes related to HIV prevention and planning through parity, representation and inclusion.
(Rev. 08-2006)

Article 4. GOALS

The goals of the RICPG are to make a thorough HIV prevention needs assessment of the State of Rhode Island, set prevention priorities for the State and write an HIV Prevention Plan for the State in cooperation with the Rhode Island Department of Health for the purpose of reducing the incidence of HIV infection.

Article 5. PHILOSOPHY/GUIDING PRINCIPLES

We believe that we must insure that the community planning group reflects the diversity of the epidemic and that expertise in epidemiology, behavioral science, health planning and evaluation must be included in the process.

We will continue to build the capacity of community based organizations serving populations at high risk for HIV to implement HIV prevention programs by means of training and technical assistance through Project REACH.

We believe that the youth of Rhode Island must share in the planning and programming of HIV prevention education; therefore, we will continue to support and work with youth groups.

We value the strengths inherent in diversity of cultures, lifestyles and ideas, and we will strive to attract and maintain this diversity through the use of focus groups, surveys and public forums. We will continue to advocate for and work towards an all inclusive community planning group.

We will strive to insure that interventions are prioritized fairly and equitably based on explicit consideration of priority needs, outcome effectiveness, cost effectiveness, social and behavioral science theory and community norms and value.

The RICPG share the following objectives with the Department of Health and the Centers for Disease Prevention and Control:

    Objective A: Implement an open recruitment process (outreach, nominations, and selection) for RICPG membership.

    Objective B: Ensure that the RICPG (s) membership is representative of the diversity of populations most at risk for HIV infection and community characteristics in Rhode Island, and include key professional expertise and representative from key government and non-governmental agencies.

    Objective C: Foster a community planning process that encourages inclusion and parity among community planning members.

    Objective D: Carry out a logical, evidence-based process to determine the highest priority populations-specific prevention needs in Rhode Island.

    Objective E: Ensure that prioritized target populations are based on an epidemiologic profile and a community service assessment.

    Objective F: Ensure that prevention activities/interventions for identified priority target populations are based on behavioral and social science, outcome effectiveness, and/or have been adequately tested with intended target populations for cultural appropriateness, relevance and acceptability.

    Objective G: Demonstrate a direct relationship between the Comprehensive HIV Prevention Plan and the Health Department Application for federal HIV prevention funding.

    Objective H: Demonstrate a direct relationship between the Comprehensive HIV Prevention Plan and funded interventions.

Article 6. STRUCTURE

The RICPG membership will consist of no less than 12 individuals, but not exceed 30 individuals. There will be three Co-Chairs; one a representative from the Rhode Island Department of Health and two Community Co-Chairs elected from the membership by the membership. There will be two representatives from a youth groups selected by their membership to serve on the RICPG.

The RICPG will be composed of a maximum of and a minimum of 12 voting members based on the following percentages:

  1. 60-70% of the 30 members (no more than 18-21 members) will be from the community (non-HEALTH funded agencies and /or staff from funded agencies who are not reimbursed for their time in any way by the funded agency.).
  2. 15-20% of the 30 members (no more than 5-6 members) will be from HEALTH funded agencies.
  3. 10% of the 30 members (no more than 3 members) will be from state agencies.

Article 7. ROLES AND RESPONSIBILITIES

7.1 Roles and Responsibilities – RICPG Members

  1. Participate actively in the community planning process.
  2. Attend regular and special meetings of the full RICPG for the full duration of the meeting. Failure to attend at least 8 regular meetings during each planning year shall constitute resignation from the RICPG.
  3. Participate actively on at least 1 standing committee of the RICPG. Demonstrate a willingness to accept the position of Committee Co-Chair.
  4. Share one's experience and expertise with the RICPG.
  5. Serve as liaison with the public regarding community planning and activities. Keep the RICPG informed about the needs of the public.
  6. Assist in recruitment of RICPG members and committee participants.
  7. Participate in the Orientation protocol.
  8. Become familiar with the Charter of the RICPG and the RI Comprehensive Plan for HIV Prevention.
  9. Review materials prior to meetings in preparation for meeting discussion.
  10. Serve as mentors to new members of the RI Community Planning Group.

7.2 Roles and Responsibilities – Department of Health Co-Chair

  1. Provide information regarding legislation, CDC policies, funded programs, other state agency policies and activities related to HIV prevention.
  2. Convene monthly meetings with Community Co-Chairs.
  3. Keep staff of Office of HIV and AIDS and policy makers informed about the progress of the RICPG.
  4. Meet annually with the Director of HEALTH and the Community Co-Chairs.
  5. Provide information about the budget for HIV prevention, community planning and capacity building initiatives.
  6. Co-facilitate monthly RICPG meetings with Community Co-Chairs.
  7. Oversee evaluation of the community planning process and capacity building initiatives.
  8. Serve as liaison between RICPG and other existing groups whose mission is compatible with RICPG (i.e. ENCORE Executive Committee, Provision of Care, etc.)
  9. Act as an advocate and ambassador of the RICPG and the community planning process in the community at large.
  10. Promote and advocate for the implementation of the RI Comprehensive Plan for HIV Prevention.

7.3 Roles and Responsibilities – Contractors (pending)

7.4 Roles and Responsibilities – RICPG Committee Chairs

  1. Convene and facilitate Committee meetings.
  2. Prepare committee agendas.
  3. Present progress report to full RICPG on a monthly basis.
  4. Communicate with Co-Chairs the work accomplished and progress of the Committee.
  5. Become familiar with CDC Guidance, RICPG Charter and other documents relevant to the work of the RICPG and its committee.
  6. Participate on the Executive Committee of the RICPG.
  7. Oversee the development and dissemination of meeting minutes.
  8. Create a listing of tasks and timelines at the beginning of each planning year.

7.5 Roles and Responsibilities – Community Co-Chairs

  1. 1.Attend monthly meetings with the HEALTH Co-Chair and develop agenda of the RICPG meetings.
  2. Meet annually with the HEALTH Co-Chair and the Director of HEALTH.
  3. Co-facilitate monthly RICPG meetings with the HEALTH Co-Chair.
  4. Attend annual CDC HIV Prevention Summit and report outcomes of the Summit to the full RICPG.
  5. Co-facilitate "special" meetings of the RICPG with the HEALTH Co-Chair.
  6. Participate in the Orientation protocol.
  7. Serve as Co-Chair of one RICPG committee.
  8. Maintain the RICPG Charter as the mission of the group.
  9. Represent the RICPG and HIV and AIDS prevention issues in the community at large.
  10. Act as an advocate and ambassador of the RICPG and the community planning process in the community at large.

7.6 Rules of order (pending)

Article 8. MEMBERSHIP

8.1 Number

The RICPG shall consist of no less than 20 members, but no more than 30 members. A vacancy shall not prevent the RICPG from conducting business.

8.2 Term of Membership

A term of membership is defined as a two-year term of office. Members will be eligible to serve three additional terms for a total of 6 years. Members, who continue for a second and third term, must recommit to the group by completing an application form.

Members leaving the group after 3 terms (or 6 years) may reapply after one year. The reapplication process will include completing the application form, interview and voting process.

Membership in the RICPG is limited to 2 persons employed by the same agency.

8.3 Applicants to the RICPG

The RICPG is an inclusive group that welcomes applicants for membership from anyone in the community. Applicants will complete an application form. Eligible applicants will be interviewed by at least three members of the Community Empowerment Committee. Decisions to recommend or not recommend an applicant for membership will be made by the full body of the Community Empowerment Committee. Recommended applicants will be presented to the full body of the RICPG for vote at the meeting following the interview. Non-recommended applicants will be offered opportunities to serve as non-voting participants and may serve on working committees and task forces.

Recommendations for membership from the Community Empowerment Committee will be based on the following criteria:

  1. The current gaps in membership based on the epidemiological profile, group structure (See Article 6: Structure) and CDC guidelines.
  2. The applicant's ability to article his/her motivation for membership and capacity to serve on the group.
  3. The Community Empowerment Committee interview results.

8.4 Vacancies/Recruitment

All RICPG members shall participate in the recruitment process under the oversight of the Community Empowerment Committee. The Community Empowerment Committee will interview potential candidates and present the candidate to the full RICPG for their approval. The Empowerment Committee will actively recruit youth to fill vacancies and present them to the group for approval.

8.5 Removal of Members

The RICPG will have the right to remove RICPG members for reasons other than attendance. A member may be removed if they have one unexcused absence (see below, Attendance). If a member other than absences (e.g. lack of effort, conflict, etc.) a complaint in writing must be made to the Co-Chairs. The proposed removal will be presented at the next scheduled meeting of the RICPG and a special announcement will be sent out at least one week before the meeting. The proposed removal will be discussed as a motion before the RICPG. The member involved will be notified of the motion for removal by mail and has the right to attend and discuss the motion. A two-thirds (2/3) majority of members present is required for removal. This section does not apply to absence due to illness.

The RICPG will have the right to remove RICPG co-chairs for reasons in addition to attendance. A complaint in writing must be made to the HEALTH Co-Chairs other than the co-chair(s) being requested for removal. The proposed removal will be presented at the next scheduled meeting of the RICPG, or if deemed appropriate by the non-implicated co-chairs, at a special meeting of the RICPG. A special announcement will be sent out at least one week before the meeting. The proposed removal will be discussed as a motion before the RICPG. The co-chair (s) involved will be notified of the motion for removal by mail and has the right to attend and discuss the motion. A two-thirds (2/3) majority of members present is required for removal. This section does not apply to absence due to illness.

8.6 Non-RICPG Participation

Anyone from the community who is not a member of the RICPG may be nominated by the Chairs of standing committees or workgroups to participate as voting members of those committees or workgroups. The nominations must be confirmed by a simple majority vote of the RICPG members on the committee or workgroup.

8.7 Leave of Absence

Individuals who have been a member of the RICPG for at least one (1) year can request a leave of absence for a period of no longer than three (3) months due to medical, personal or educational reasons. Members asking for a leave of absence will submit this request in writing to the Community Empowerment Committee. The Committee will bring the request before the full body for their approval or disapproval . If a three-month leave of absence is granted and more time is needed, a request for an extension will be submitted to the Community Empowerment Committee. Committee members will review the request for extension and present it to the full body for their approval or disapproval.

The RICPG has the right to declare a delegate for the member who has requested a leave of absence on the basis of illness. A vote must be had for a delegate (a name does not have to be submitted at this time, just a vote to get a delegate) at the time the member requests a leave. This delegate shall be chosen to temporarily substitute for the absent member. This delegate shall have similar "CPG category" characteristics of the absent member and will have full rights and privileges of the member, until the absent member returns (NOTATION: The reason for having a delegate replace the absent member is to insure that a diverse group exists and that representation and inclusion are maintained).

8.8 Conflict of Interest Disclaimer

New members will be asked to sign a disclaimer declaring any conflict of interest that they may have (such as serving as a staff and/or on a board of directors of a HEALTH funded agency) and outlined in Article 9.10 of this document.

Article 9. GOVERNANCE OF MEETINGS

9.1 Meeting Time

The RICPG shall meet on a regular basis according to a published schedule. The Co -Chairs will set the meeting date, time and location after consultation with the members. Committee or workgroup chairs will set meetings of the committees and workgroups.

Special meetings of the RICPG may be held if called by a Co-Chair or at the written request of a simple majority of the RICPG members. If a special meeting is called, all members will be notified of the meeting time and place at least five (5) working days before the meeting. The Co-Chairs will set other public meetings after consultation with members.

The location of the RICPG meetings and annual forum will be determined by the membership.

9.2 Attendance

Attendance at meetings of the RICPG, standing committees, workgroups and other activities of the RICPG will be documented by signed and dated sign in sheets. RICPG members must attend the five full day meetings held each planning year. Any members who cannot attend a meeting of the RICPG should notify the designated contact of the RICPG at least 24 hours before the meeting. Failure to provide notification within 24 hours for any missed meeting during each planning year constitutes an unexcused absence. One unexcused absence may constitute removal and may jeopardize membership on the RICPG, resulting in immediate removal from the RICPG.

9.3 Co-Chairs

The Co-Chairs will share responsibility for guiding the RICPG and all committees and workgroups in accomplishing the mission and goals. One Co-Chair will be selected by the Department of Health as its representative. Two Community Co-Chairs will be elected by the RICPG serving staggered two-year terms. The Co-Chairs will provide the Director of the Department of Health with information relevant to RICPG proposals and comments.

9.4 Meeting Procedures

The Co-Chairs, or an authorized representative, shall provide written notification of each meeting at least two weeks in advance of the meeting. The notice shall include the minutes of the previous meeting ( and a draft agenda if possible). Items to be included on the agenda will be determined by the Co-Chairs; members will have the opportunity to submit agenda items one week in advance.

9.5 Open to the Public

RICPG meetings are open to the public. Members of the public will not participate during the course of the meeting, unless otherwise requested by members. The public will be given an opportunity to sign-up at the beginning of each meeting to comment during the community update portion of each meeting. The length of the community update period shall be at the discretion of the Co-Chairs and the community member must be on the sign-up list, which is closed 5 minutes before each meeting begins.

9.6 Rules of Order

Meetings of the RICPG and committees will be governed by simple parliamentary procedure. Co-Chairs will alternate leading the meeting. Co-chairs will be responsible for following the agenda and maintaining the rules of order.

9.7 Order of Business

The order of business of any regular meeting of the RICPG will be based on the activities planned by the co-chairs and the RICPG facilitator. The meetings will be interactive sessions leading to the completion of the Rhode Island Comprehensive HIV Prevention Plan and/or updates to the Plan. The agenda may include, but not limited to the following:

  1. Review, revision and approval of minutes
  2. (Vendor Report)
  3. Committee reports
  4. Co-Chair reports
  5. (Old Business)
  6. New Business, RICPG Workbook Exercises
  7. Community Update
  8. Adjournment

9.8 Quorum

A quorum of the RICPG or its committees must be present at any meeting where a formal vote is taken or a decision is to be made. A quorum will be in place when one-third of the voting membership is in attendance. Vacant seats on the RICPG or committee will not be counted in calculating this quorum. Meetings can take place at the discretion of the co-chairs without a quorum, but any vote taken during such a meeting will be advisory only.

9.9 Voting

Voting on any properly seconded motion before the RICPG or one of its committees will be by voice or a show of hands of the members unless a member suggests a closed ballot. At the request of any member in attendance at the meeting, voting on a motion will be made by roll call. The record will show the total number of yeas, nays and abstentions in a show of hands. At the discretion of the Co-Chairs or upon a simple majority vote of the RICPG, a motion can be voted upon by mailed ballot. In the case of roll call votes, the vote of each member will be recorded by name.

Members may be asked to make a consensus vote on non-membership issues via email. Consensus votes may be taken by email on meeting time and location, changes in the agenda, and other issues that do not involve a motion that needs to made and second.

9.10 Conflict of Interest

A RICPG member shall refrain from voting on matters on which he or she has conflict of interest. To the extent permitted by law, no contract or other transaction in which the organization may enter shall be affected by the presence of a conflict of interest on the part of a member.

If a decision is to be made which may directly affect a member's personal, financial or organizational interest, then a potential conflict, or appearance of potential conflict of interest, exists or may be perceived to exist. In such cases:

  1. The individual member must clearly declare early in any discussion that a potential conflict of interest exists or may be perceived to exist.
  2. Other members may raise the question of conflict of interest or perceived conflict of interest of another member for discussion.
  3. Members may voluntary recluse themselves from voting or discussion on issues in which a potential conflict of interest exists or may be perceived to exist.

Article 10. COMMITTEES/WORKGROUPS

10.1 General

Committees/workgroups/task forces may be initiated by a majority vote of the RICPG to address specific tasks or to do background work that is then brought to the entire RICPG for action. All members of the RICPG must serve on at least one committee at all times.

10.2 Committees

The Standing Committees of the RICPG will be Community Empowerment, Strategy Planning, and Program/Project REACH/Capacity Building Committee. Each standing committee will have a specific area(s) of concern relevant to the community planning process and the business of the RICPG. (See Guiding Principles attached)

10.2a. Chairs of the Committees

The members of the committee will choose the committee chairs. The Chair will have a vote on all motions before the committee.

10.3 Workgroups/task forces

Workgroups/task forces can be convened at the pleasure of the Co-Chairs or at the request of the membership. The member or Co-chair making the motion to convene a workgroup /task force will assume responsibility for chairing that workgroup/task force. Participation on workgroup/task force does not release members from his/her obligation to work on a standing committee.

10.3a.Workgroup/task force Chairs

Workgroups/task forces will have a specific focus and be time limited. These elements will be at the discretion of the RICPG Chairs as well as workgroup/task force members.

Article 11. BOOKS AND RECORDS

The RICPG and its committees shall keep minutes of all proceedings and such other books and records as may be required for the proper conduct of its business affairs. These documents shall be public record.

Article 12. AMENDMENTS

This Charter may be amended at any regular or special meeting of the RICPG. Written notice of the proposed Charter changes shall be mailed or delivered to each member at least two weeks prior to the date of the meeting. Charter changes require two-third (2/3) majority vote of the RICPG.

APPENDIX A
Roles and Responsibilities of the Community Planning Facilitator:

Organize, implement and maintain a planning group that reflects the population and is mindful of parity, representation and inclusion. Tasks include:

  1. On-going assessment of RICPG composition.
  2. (Empowerment Committee Recruitment Plan to maintain membership at 30)
  3. Facilitation of Empowerment Committee meetings.
  4. Facilitation of youth focus groups.
  5. Facilitation of Orientation protocol as well as its review and revision.
  6. Administration of Meeting Feedback Scales.
  7. Administration of RICPG Self-Assessment Tools.
  8. Review and revision of Community Plan objectives.
  9. Preparation for the RICPG Planning Meeting with the Co-Chairs.
  10. Preparation and implementation of process for the recruitment of nominees and selection of the AIDS Leadership Awards.
  11. Preparation for the Community Forum with the Co-Chairs and Empowerment Committee.
  12. Preparation of a recommitment plan and Co-Chair election plan.

Identify current characteristics of the current epidemic in Rhode Island. Tasks include:

  1. Identification and assessment of data and translation of data for public consumption.
  2. Facilitation of the identification of target populations based on epi data.
  3. Facilitation of the identification of priority high risk behaviors based on epi data.
  4. Identification of trends or changes in HIV/AIDS epidemic.

Provide direct interface with high risk members of the community. Tasks include:

  1. Solicit input from high risk non-RICPG members with the assistance of the RICPG and HEALTH.
  2. Documentation of results of youth focus groups.
  3. (Facilitation of the recruitment plan developed by members of the Empowerment Committee.)

Insure conflicts, disputes and differences among RICPG members and with HEALTH are addressed in a positive, equitable manner. Tasks include:

  1. Documentation of conflicts, disputes and differences and outcomes.
  2. Preparation of a protocol for conflicts, disputes and differences.

Conduct a yearly needs assessment identifying gaps in HIV prevention services. Tasks include:

  1. Preparation of the update of the resource inventory.
  2. Preparation of a distribution plan for the resource inventory.
  3. Facilitate the identification of target populations by the Strategy Planning Committee.
  4. Preparation of a plan to collect target population data with the Strategy Planning Committee.

Identify gaps in HIV prevention services. Tasks include:

  1. Facilitation of a decision making process with the Strategy Planning Committee.
  2. Identification of target population met and unmet needs with RICPG.
  3. Identification of priority needs from the resource inventory with RICPG.
  4. Preparation of a process to prioritize interventions.
  5. Presentation of RICPG recommendations for priority target populations and interventions to HEALTH.
  6. Identification of target populations for data collection with RICPG.
  7. Preparation of a plan for data collection from two target populations.

Collaborate with HEALTH and the RICPG to develop and implement HIV prevention priorities. Tasks include:

  1. Ongoing "best practice" updates to HEALTH and the RICPG.
  2. Response to all requests for technical assistance from HIV prevention vendors.
  3. Facilitation of priority recommendations by the Strategy Planning Committee.
  4. Preparation of a plan to present priority recommendations to the RICPG for approval.
  5. Development of goals and objectives based on RICPG priorities.

Assist HEALTH in providing expertise and technical assistance to ensure planning process is comprehensive and scientifically valid. Create an annual document that profiles the epidemiology of HIV/AIDS. Tasks include:

  1. Provision of training on HIV prevention planning.
  2. Provision of training on epi data.
  3. Editing of epi data.
  4. Preparation of a surrogate data report.
  5. Presentation of a comprehensive report of data to RICPG.
  6. Identification of target populations and needs assessment activities.

Staff and provide resources for RICPG and Provision of Care Committee. Tasks include:

  1. Maintenance of records for RICPG and Provision of Care Committee.
  2. Attendance at other relevant HIV meetings.
  3. Share information between and among committees.

Identify the HIV prevention needs of persons with mental illness. Tasks include:

  1. Preparation and facilitation of a meeting with program administrators and consumers for feedback on the position paper.

APPENDIX B
Role of the Technical Writing and Marketing facilitator

Develop a yearly comprehensive HIV Prevention Plan which interfaces with the Cooperative Agreement. Tasks include:

  1. Facilitation of RICPG committees' work plans.
  2. Development of an annual timeline with tasks for the development of the Cooperative Agreement with HEALTH staff.
  3. Conduct a workshop on the Comprehensive Plan for HEALTH staff upon request.
  4. Provide assistance to HEALTH staff on the Cooperative Agreement.
  5. Preparation of a draft Comprehensive Plan for RICPG revision and approval.
  6. Revise draft Comprehensive Plan.
  7. Preparation of an Executive Summary of the Comprehensive Plan.
  8. Preparation of a distribution plan for the Executive Summary.

APPENDIX C
Role of the Project REACH facilitator

Oversee all Project REACH capacity building initiatives. Tasks include:

  1. Preparation of ongoing reports to the RICPG.
  2. Review of REACH evaluations with the Strategy Planning Committee.
  3. Presentation of REACH needs assessments to the RICPG.
  4. Preparation and implementation of a plan based on the results of the needs assessments.

Facilitate through REACH activity opportunities to inform the community on HIV prevention services. Tasks include:

  1. Facilitate the completion of a gaps analysis by the Strategy Planning Committee.
  2. Facilitate the development and operation of a REACH web site.

Support interventions that address the organizational development of MCBOs and other funded CBOs. Tasks include:

  1. Development of REACH training objectives based on needs assessment and evaluations.

Develop the capacity of MCBOs and CBOs serving high risk populations. Tasks include:

  1. Provision of training and technical assistance to MCBOs and CBOs.

Enhance the growth of the RICPG and its work. Tasks include:

  1. Coordination of the logistics of RICPG activities.
  2. Distribution of RICPG and REACH reports.
  3. Development of evaluation and needs assessment with the Strategy Planning Committee.
  4. Presentations to HEALTH staff on the epi profile.
  5. Arrangement of presentations on behavioral and social science theory and needs assessment data to RICPG.

Maintain an evaluation plan and implementation process. Tasks include:

  1. Administration of Meeting Feedback Scales, Member Assessment forms, Orientation evaluation, qualitative evaluation of the planning process.

Provide technical assistance to HEALTH and CBOs. Tasks include:

  1. Development and implementation of a RICPG technical assistance plan with the RICPG.
  2. Development of an annual RICPG technical assistance plan.
  3. Preparation and facilitation for workshops, retreats and other special meetings.
  4. Response to all RICPG requests for expertise in community planning.

Coordinate and maintain the capacity building project. Tasks include:

  1. 1.Technical assistance to CBOs.
  2. Membership on committees and initiatives that concern the RICPG.
  3. Distribution of mailings, brochures, newsletters and REACH initiatives that maintain high profile presence.
  4. Facilitation of REACH program planning meetings.
  5. Implementation of a REACH leadership training.
  6. Development of REACH 2002 training objectives based on needs assessment and previous evaluations.

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